Setting data permissions for a user

Use the Data Permissions tab of User Administration to control users' access to user-configurable data items in your organization. These data items include market groups, earning types, KBIs, and so on.

1. In the upper-left corner of the screen, select Access your applications (  ).
   The menu expands.

2. Select Administration > User Administration.
   The User Administration screen appears.

3. In the left menu pane, select Manage Users (  ). This is the default view for the screen.

   Click here for field descriptions.

   

   * Personally identifiable information has been obscured or altered in the above image.

   Fields on the Manage Users view of the User Administration screen

   #	Field	Description	Notes
   1	Search	Type your search criteria in the field. The table automatically updates to meet the search criteria.	Search criteria includes login ID, email address, last name, first name, and middle name.
   2	Filter	Filter the User Accounts list by: Show active and pending users only Show inactive users only Show all users	Default: Show active users only.
   3	User Accounts controls	Add or clone a user account. Add User ()—Create a new user. Clone User ()—Create a new user by making a copy of an existing user.
   4	User Accounts list	Displays all existing user accounts by Login ID and the email address that is associated with the user. Select a user to view details in the tabs.
   5	/  Expand / Collapse	Expand or collapse the User Accounts pane.
   6	Selected account	Displays the Login ID for the selected user account. From the drop-down list, you can select a different user account to view details.
   7	/  Previous / Next	View details for the previous () or next () user account in the list.
   8	Activation status	Activate or deactivate the user. If the user is not active, they cannot log in to the Unifocus software. Not Activated—If the user is not active, the status is Not Activated. To activate the user, select the Activate user button below the status. Activated—If the user is active, the status displays the date that the user was activated. To deactivate the user, select the Deactivate user button below the status. Deactivated—If the user was deactivated, the status displays the date that the user was deactivated. To reactivate the user, select the Activate user button below the status.
   9	Send Invitation Email	Send an invitation email to the email address associated with the user account. The user is invited to register and create a password for their account.
   10	Audit	View a history of changes to the screen.
   11	Import Users	Create multiple users by importing a spreadsheet that contains user information.
   12	Tabs	Navigate the tabs to view or edit details for the selected user. General Property Permissions Group Membership Action & Application Access Data Permissions Authorization Levels Labor Structure Permissions Budget Lines Access Rights	The available tabs depend on which view you are using.

4. From the User Accounts list, select the user for which to set data permissions.
   Details for the selected employee appear in the right pane.

5. Select the Data Permissions tab.

   Click here for field descriptions.

   

   The image above shows the Data Permissions tab for the Manage Users view. 

   Fields on the Data Permissions tab of User Administration

   Field	Description	Notes
   Controls
   Select a property	From the drop-down menu, select the database and property with which this user or group is associated.	The default property is the property associated with the default database for the selected user or group.
   Search	Enter a permission in the field. The table updates to match your selection.
   Table
   Client Level	Organized by database (  ) and property (  ), this tree menu displays a list of user-configurable data items—such as market groups, earning types, KBIs, and so on—in all the products you own. A group icon (  ) appears next to permissions that were inherited from the group.
   Allow access	Give access to specific items and sections of items for this user or group. You are not required to make a selection for each item. ()—User or group is granted access. ()—User or group is denied access. ()—User or group has mixed permissions. Expand child rows to view which items the user does and does not have access to.	If you neither Allow or Deny a user or group to access an item, by default, the user or group will not have access to that item.
   Deny access	Deny access to specific items and sections of items for this user or group. You are not required to make a selection for each item. ()—User or group is denied access. ()—User or group is granted access. ()—User or group has mixed permissions. Expand child rows to view which items the user does and does not have access to.	If you neither Allow or Deny a user or group to access an item, by default, the user or group will not have access to that item.
   Access rights (inheritance & overrides	Access rights at each level, including all group-level and user-level permissions.	Read-only. This column appears only in the Manage Users (  ) view.

6. If necessary, use the Select a property menu to change the property and/or the Search () field to filter the tree menu in the table. For more information, see Working with tabs in User Administration.

7. In the row of the Client Level for which to set a data permission, select one of the following:

   • Allow access—Allow the selected user to access to data permissions for the client level.

   • Deny access—Deny the selected user access to data permissions for the client level.

   Your updates are saved automatically. 

There are three states for check boxes:
()—Selected.
()—Cleared.
()—Mixed permissions. Expand child rows to view permission settings for child items.